Probate Office Copies: How Many Sealed Copies Do Executors Need?
Each bank, investment platform, and asset holder requires its own sealed office copy of the Grant of Probate — plain photocopies are not accepted. Ordering 8–10 copies at the time of the grant costs £12–15 and saves weeks of delay.
Where Each Copy Goes
| Recipient | Notes |
|---|---|
| Each bank / building society | One per institution (may cover all accounts at that bank) |
| HMRC | Income tax year-of-death return and estate tax |
| Land Registry (AP1) | Required to transfer / register property |
| Investment platforms / share registrars | One per provider |
| NS&I / Premium Bonds | Required by NS&I |
| Pension providers | One per pension scheme |
| Life insurance companies | One per policy |
| Estate professionals (solicitor, accountant) | Keep on file for estate file |
| Spare copies × 2–3 | Avoid ordering more later mid-administration |
Cost: £1.50 per sealed copy. Total for 10 copies: £15.
Frequently Asked Questions
What is a sealed office copy of the Grant of Probate?
A sealed office copy is an official copy of the Grant of Probate (or Letters of Administration) issued by HMCTS Probate Registry. It bears the official court seal and stamp, which makes it acceptable to banks, HMRC, the Land Registry, pension providers, investment platforms, and other institutions as proof of the executor's authority to deal with the deceased's assets. A plain photocopy of the grant — even a very clear one — is not a sealed copy and will not be accepted by most institutions. Each sealed copy costs £1.50 (as at 2026) and can be ordered at the time of the probate application or at any time afterwards.
How many office copies of the Grant of Probate should an executor order?
A practical rule of thumb is to order one copy per significant financial institution or asset holder, plus two or three spares. For a typical estate with 3-4 bank accounts, a property, and a pension, ordering 8-10 copies at the time of the grant is usually sensible. The reason is efficiency: if you only have one copy, you must wait for each institution to return it before you can send it to the next — adding weeks or months to administration. Institutions hold the copy for varying periods (some return them quickly; others keep them for months). Ordering all copies you need at the outset costs £1.50 each — ordering additional copies later costs the same but causes delay.
How do you order additional sealed copies of the grant?
Additional sealed copies can be ordered at any time after probate is granted through the HMCTS probate online service (apply via HMCTS's Gov.uk probate service) or by writing to the Probate Registry that issued the original grant. You will need the full name of the deceased, the date of death, and the grant reference number (shown on the grant itself). Each copy costs £1.50. The registry typically dispatches additional copies within a few working days of receiving the request. There is no limit on the number of copies that can be ordered.
What is each office copy of the Grant of Probate used for?
Common uses for each sealed copy: (1) Each bank or building society account — one copy per institution (some banks with multiple accounts accept one copy for all accounts at that bank); (2) HMRC — for income tax year-of-death return and estate income tax affairs; (3) Land Registry — required when submitting form AP1 to transfer or register property following a death; (4) Investment platforms and share registrars — one per provider; (5) Premium Bonds, National Savings — NS&I requires a copy; (6) Pension trustees/providers — one per pension scheme; (7) Life insurance companies — one per policy; (8) Solicitors, accountants, and other estate professionals may retain a copy on file. Keeping one or two spares avoids needing to order more mid-administration.
Can executors get probate office copies online?
Yes — probate applications made online via the HMCTS probate portal allow you to select the number of office copies needed at the point of application, and these are dispatched with the grant. For additional copies after the grant has been issued, the HMCTS probate service allows requests online. The fee is £1.50 per copy regardless of whether ordered during the application or later. Applications submitted on paper (form PA1P or PA1A) can also specify the number of copies required. Some solicitors recommend ordering a minimum of 10 copies on any estate with a property, multiple bank accounts, or investment portfolios.
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